Once scanning a record, how can our office ensure the text is searchable and how can we easily locate the scanned record among our existing files or folder structures?

Utilizing Adobe Acrobat Pro’s Recognize Text feature will allow your scanned image to become a searchable document. Details on how to recognize Text and how to search your folders can be found here.

Category: 
Scanning

Can our office scan and destroy our paper records?

An office or department is always welcome to scan records so long as they keep the original paper documents. If you want to scan and destroy the original paper, your office must have a written Scanning Policy on file with our office. To check if you already have a scanning policy, talk to the Records Coordinator in your office or try our Departmental Search webpage – it tells you if you have a departmental retention schedule and/or a scanning policy.

Category: 
Scanning
New Employees
Going Digital

What do we do with the original paper copies once we’ve scanned them?

  • If you are scanning records into ARIBA or Workday, you should be following the University-wide scanning policy which allows you to dispose of any original paper source documents as soon as they have been uploaded.
  • For all other records, If you already have a scanning policy on file with our office, the original paper copies are considered duplicates and can be destroyed.
Category: 
Scanning